Administrative Assistant

David Aplin Recruiting; Vancouver; On-site; CAD 55,000 - 63,000; Full time

Benefits offered by this job

Extended health and dental benefits

2-3 weeks vacation

Job summary

David Aplin Recruiting in Vancouver, Canada, is seeking an Administrative Assistant to support a small, busy team. This newly created role combines general administration with a project coordination mindset and growth potential.

You will manage calendars, track deadlines, and handle a high volume of information and documents, while adapting to changing priorities in a fast-paced environment. Reporting to the management team, you will assist with billing, invoicing, reporting, and related tasks,

Qualifications

• 2+ years of experience in Administrative Assistant, Executive Assistant, Project Coordinator, or similar role.
• Exceptional organizational skills and ability to track multiple priorities without dropping the ball.
• Ability to quickly pivot when priorities change and reassess what needs to be done.
• Strong attention to detail and a high standard for accuracy and quality.
• Excellent written and verbal communication skills.

Responsibilities

• Provide day-to-day administrative support to 2-3 senior professionals.
• Manage calendars, coordinate schedules, and book meetings and appointments.
• Monitor changing priorities and ensure deadlines, commitments, and follow-up items stay on track.
• Track multiple projects and tasks, maintaining accurate status information and identifying what needs attention.
• Coordinate the flow of information, correspondence, and documents between internal and external stakeholders.
• Organize and maintain electronic and physical files and documentation.
• Prepare, edit, format, and proofread correspondence, reports, forms, spreadsheets, and other documents.
• Take meeting notes and track action items and follow-ups.
• Coordinate document preparation, execution, distribution, and filing.
• Maintain contact lists and other internal records.
• Assist with billing, invoicing, reporting, and related administrative tasks.
• Respond to phone calls and email inquiries in a professional and timely manner.
• Provide general administrative and team support as required.
• Identify opportunities to improve processes and make day-to-day administration more efficient.

Skills

Organizational skills

Time management

Communication skills

Proactive initiative

Tools

Microsoft Office

Job description

Are you a highly organized Administrative Assistant who can keep track of multiple priorities, pivot quickly when things change, and keep a busy team on track? Our client is looking for a proactive and detail-oriented professional who enjoys a fast-paced environment, takes ownership of their work, and can confidently manage competing deadlines.

This newly created position is ideal for someone who enjoys general administration but also has a strong project coordination mindset and wants the opportunity to grow their skills and take on increasing responsibility.

About Our Client

Our client is an established organization based in Vancouver with a collaborative and high-performing team. They take pride in the quality of their work and the service they provide to their clients.

The organization values people who take initiative, think ahead, and look for ways to make things more efficient. The team environment is professional but personable, with an emphasis on collaboration, accountability, and supporting one another.

About The Opportunity

This is a newly created position supporting a small, busy team. While the role includes some Executive Assistant responsibilities, it is primarily focused on general administration and keeping projects, information, and priorities organized.

You will support multiple senior professionals and will be responsible for tracking a high volume of information, deadlines, meetings, documents, and changing priorities. No two days will necessarily look the same, so the ability to pivot quickly, reassess priorities, and stay organized under pressure will be critical.

About The Position

Reporting directly to the organization’s management team, with day-to-day direction from the professionals you support, the Administrative Assistant will provide broad administrative and project coordination support.

• Provide day-to-day administrative support to 2-3 senior professionals.
• Manage calendars, coordinate schedules, and book meetings and appointments.
• Monitor changing priorities and ensure deadlines, commitments, and follow-up items stay on track.
• Track multiple projects and tasks, maintaining accurate status information and identifying what needs attention.
• Coordinate the flow of information, correspondence, and documents between internal and external stakeholders.
• Organize and maintain electronic and physical files and documentation.
• Prepare, edit, format, and proofread correspondence, reports, forms, spreadsheets, and other documents.
• Take meeting notes and track action items and follow-ups.
• Coordinate document preparation, execution, distribution, and filing.
• Maintain contact lists and other internal records.
• Assist with billing, invoicing, reporting, and related administrative tasks.
• Respond to phone calls and email inquiries in a professional and timely manner.
• Provide general administrative and team support as required.
• Identify opportunities to improve processes and make day-to-day administration more efficient.
• Provide occasional additional coverage and support to the broader team as needed.

The Requirements

• At least 2 years of experience in an Administrative Assistant, Executive Assistant, Project Coordinator, or similar role.
• Strong general administrative experience and a willingness to take on a broad range of responsibilities.
• Exceptional organizational skills and the ability to track multiple priorities without dropping the ball.
• The ability to quickly pivot when priorities change and reassess what needs to be done.
• Strong attention to detail and a high standard for accuracy and quality.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft Office and confidence working with technology.
• Excellent time management and problem-solving skills.
• The ability to anticipate needs, take initiative, and work independently.
• A collaborative approach and willingness to step in and support the broader team.
• A calm, professional demeanor and the ability to perform well in a fast-paced environment.
• Discretion and sound judgment when handling confidential or sensitive information.

Compensation

• $55,000-63,000 annual salary.
• Extended health and dental benefits.
• 2-3 weeks of vacation, depending on experience.

At Aplin together with our brands CompuStaff, Impact Recruitment, and Vantix Systems we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.Accommodation is available upon request throughout all stages of the recruitment process.